Content Management Keen Bank

Enterprise Content Management Keen Bank (ECM) is a formalized means of

organizing and storing an organization's documents, and other content, that relate to the organization's processes. The term encompasses strategies, methods, and tools used throughout the lifecycle of the content.

Definition
The latest definition encompasses areas that have traditionally been addressed by records management and document management systems. It also includes the conversion of data between various digital and traditional forms, including paper and microfilm. ECM is an umbrella term covering document management, web content management, search, collaboration, records management, digital asset management (DAM), work-flow management, and capture and scanning. ECM is primarily aimed at managing the life-cycle of information from initial publication or creation all the way through archival and eventually disposal. ECM applications are delivered in three ways: on-premise software (installed on the organizations own network), Software as a Service (SaaS) (web access to information that is stored on the software manufacturers system), or a hybrid solution composed of both on-premise and SaaS components. ECM aims to make the management of corporate information easier through simplifying storage, security, version control, process routing, and retention. The benefits to an organization include improved efficiency, better control, and reduced costs. For example, many banks have converted to storing copies of old checks within ECM systems versus the older method of keeping physical checks in massive paper warehouses. Under the old system a customer request for a copy of a check might take weeks, as the bank employees had to contact the warehouse to have someone locate the right box, file and check, pull the check, make a copy and then mail it to the bank who would eventually mail it to the customer. With an ECM system in place, the bank employee simply searches the system for the customers account number and the number of the requested check. When the image of the check appears on screen, they are able to immediately mail it to the customer usually while the customer is still on the phone.

There are numerous factors driving businesses to adopt an ECM solution, such as the need to increase efficiency, to improve control of information, and to reduce the overall cost of information management for the enterprise. ECM applications streamline access to records through keyword and full-text search allowing employees to get to the information they need directly from their desktops in seconds rather than searching multiple applications or digging through paper records. These management systems can enhance record control to help businesses to comply with government and industry regulations such as RBI and PCI DSS. Security functions including user-level, function-level and even record-specific security options protect your most sensitive data. In fact, even information contained on a specific document can be masked using redaction features, so the rest of the document can be shared without compromising individual identity or key data. Every action taken within the system is tracked and reportable for auditing purposes for a wide variety of regulations. ECM systems can reduce storage, paper and mailing needs, make employees more efficient, and result in better, more informed decisions across the enterpriseall of which reduce the overhead costs of managing information. SaaS ECM services can convert expensive capital outlay for servers and network equipment into a monthly operating expense, while also reducing the IT resources required to manage enterprise records.

Content management:
Content management includes ECM, Web content management (WCM), content syndication, and media asset management. Enterprise Content Management Keen Bankis not a closed-system solution or a distinct product category. Therefore, along with Document Related Technologies or Document Lifecycle Management, ECM is just one possible catchall term for a wide range of technologies and vendors. The content and structure of today's outward-directed web portal will be the platform for tomorrow's internal information system. Enterprise Content Management Keen Bank as integrative middleware: ECM is used to overcome the restrictions of former vertical applications and island architectures. The user is basically unaware of using an ECM solution. ECM offers the

requisite infrastructure for the new world of web-based IT, which is establishing itself as a kind of third platform alongside conventional host and client/server systems. Enterprise Content Management Keen Bank components as independent services ECM is used to manage information without regard to the source or the required use. The functionality is provided as a service that can be used from all kinds of applications. The advantage of a service concept is that for any given functionality only one general service is available, thus avoiding redundant, expensive and difficult to maintain parallel functions. Therefore, standards for interfaces connecting different services will play an important role in the implementation of ECM. Enterprise Content Management Keen Bank as a uniform repository for all types of information ECM is used as a content warehouse (both data warehouse and document warehouse) that combines company information in a repository with a uniform structure. Expensive redundancies and associated problems with information consistency are eliminated. All applications deliver their content to a single repository, which in turn provides needed information to all applications. Therefore, content integration and ILM (Information Lifecycle Management) will play an important role in the implementation and use of ECM. Enterprise Content Management Keen Bank is working properly when it is effectively "invisible" to users. ECM technologies are infrastructures that support specialized applications as subordinate services. ECM thus is a collection of infrastructure components that fit into a multi-layer model and include all document related technologies (DRT) for handling, delivering, and managing structured data and unstructured information jointly. As such, Enterprise Content Management Keen Bank is one of the necessary basic components of the overarching e-business application area. ECM also sets out to manage all the information of a WCM and covers archiving needs as a universal repository.

Components
ECM combines components which can also be used as stand-alone systems without being incorporated into an enterprise-wide system.[4] The five ECM components and technologies were first defined by AIIM as capture, manage, store, preserve, and deliver.

Capture
Capture involves converting information from paper documents into an electronic format through scanning. Capture is also used to collect electronic files and information into a consistent structure for management. Capture technologies also encompass the creation of metadata (index values) that describe characteristics of a document for easy location through search technology. For example, a medical chart might include the patient ID, patient name, date of visit, and procedure as index values to make it easy for medical personnel to locate the chart. Earlier document automation systems photographed documents for storage on microfilm or microfiche. Optical scanners now make digital copies of paper documents. Documents already in digital form can be copied, or linked to if they are already available online. Automatic or semi-automatic capture can use EDI or XML documents, business and ERrP applications, or existing specialist application systems as sources.

Recognition technologies
Various recognition technologies can be used to extract information from scanned documents and digital faxes, including: Optical character recognition (OCR) Converts images of typeset text into alphanumeric characters Handprint character recognition (HCR) Converts images of handwritten text into alphanumeric. Gives better results for short text in fixed locations than for freeform text. Intelligent character recognition (ICR) Extends OCR and HCR to use comparison, logical connections, and checks against reference lists and existing master data to improve recognition. For example, on a form where a column of numbers is added up, the accuracy of the recognition can be checked by adding the recognized numbers and comparing them to the sum written on the original form. Optical mark recognition (OMR)

Reads special markings, such as checkmarks or dots, in predefined fields. Barcode recognition Decodes industry-standard encodings of product and other commercial data.

Image cleanup
Image cleanup features include rotation, straightening, color adjustment, transposition, zoom, aligning, page separation, annotations and despeckling.

Forms processing
In forms capture, there are two groups of technologies, although the information content and character of the documents may be identical. Forms processing is the capture of printed forms via scanning; recognition technologies are often used here, since welldesigned forms enable largely automatic processing. Automatic processing can be used to capture electronic forms, such as those submitted via web pages, as long as the layout, structure, logic, and contents are known to the capture system Forms processing
In forms capture, there are two groups of technologies, although the information content and character of the documents may be identical. Forms processing is the capture of printed forms via scanning; recognition technologies are often used here, since well-designed forms enable largely automatic processing. Automatic processing can be used to capture electronic forms, such as those submitted via web pages, as long as the layout, structure, logic, and contents are known to the capture system

Aggregation
Aggregation combines documents from different applications. The goal is to unify data from different sources, forwarding them to storage and processing systems in a uniform structure and format.

Indexing components
Indexing improves searches, and provides alternative ways to organize the information. Manual indexing assigns index database attributes to content by hand, typically used by the database of a "manage" component for administration and access. Manual indexing may make use of input designs to limit the information that can be entered; for example, entry masks may use program logic to restrict inputs based on other information known about the document. Both automatic and manual attribute indexing can be made easier and better with preset input-design profiles; these can describe document classes that limit the number of possible index values, or automatically assign certain criteria. Automatic classification programs can extract index, category, and transfer data autonomously. Automatic classification or categorizing, based on the information contained in electronic information objects, can evaluate information based on predefined criteria or in a self-learning process. This technique can be used with OCR-converted faxes, office files, or output files.

Manage
The Manage category includes five traditional application areas:

Document management (DM) Collaboration (or collaborative software, a.k.a. groupware) Web content management (including web portals) Records management Workflow and business process management (BPM)

The Manage category connects the other components, which can be used in combination or separately. Document management, web content management, collaboration, workflow and business process management address the dynamic part of the information's lifecycle. Records management focuses on managing finalized documents in accordance with the organization's document retention policy, which in turn must comply with government mandates and industry practices.

All Manage components incorporate databases and access authorization systems. Manage components are offered individually or integrated as suites. In many cases they already include the "store" components.

Document management
Document management, in this context, refers to document management systems in the narrow sense of controlling documents from creation to archiving. Document management includes functions like: Check in/check out For checking stored information for consistency. Version management To keep track of different versions of the same information with revisions and renditions (same information in a different format). Search and navigation For finding information and its associated contexts. Organizing documents In structures like files, folders, and overviews. However, document management increasingly overlaps with other "Manage" components, office applications like Microsoft Outlook and Exchange, or Lotus Notes and Domino, as well as "library services" for administering information storage.

Collaboration
Collaboration components in an ECM system help users work with each other to develop and process content. Many of these components were developed from collaborative software, orgroupware, packages; ECM collaborative systems go much further, and include elements of knowledge management. ECM systems facilitate collaboration by using information databases and processing methods that are designed to be used simultaneously by multiple users, even when those users are working on the same content item. They make use of knowledge based on skills, resources and background data for joint information processing. Administration components, such as virtual whiteboards for brainstorming, appointment scheduling and project management systems, communications application such as video conferencing, etc., may be included.

Collaborative ECM may also integrate information from other applications, permitting joint information processing.

Web content management

The scope of Enterprise Content Management Keen Bank integrates web content management systems. WCM as ECM component is used to present information already existing and managed in the ECM repository. However, information presented via Web technologies - on the Internet, an extranet, or on a portal uses the workflow, access control, versioning, delivery and authorization modules of the WCM instead of own integrated ECM functionality. There are only few examples of successful implementations whereby a shared repository for documents and web content are managed together.

Records management (file and archive management)

Unlike traditional electronic archival systems, records management refers to the pure administration of records, important information, and data that companies are required to archive. Records management is independent of storage media; managed information does not necessarily need to be stored electronically, but can be on traditional physical media as well. Some of the functions of records management are: Visualisation of file plans and other structured indexes for the orderly storage of information

Unambiguous indexing of information, supported by thesauri or controlled wordlists Management of record retention schedules and deletion schedules

Protection of information in accordance with its characteristics, sometimes down to individual content components in documents Use of international, industry-specific or company-wide standardized metadata for the unambiguous identification and description of stored information

Repositories
Different kinds of ECM repositories can be used in combination. Among the possible kinds are: File systems File systems are used primarily for temporary storage, as input and output caches. ECM's goal is to reduce the data burden on the file system, and make the information generally available through Manage, Store, and Preserve technologies.

Content management systems This is the actual storage and repository system for content, which can be a database or a specialized storage system. Databases Databases administer access information, but can also be used for the direct storage of documents, content, or media assets. Data warehouses These are complex storage systems based on databases, which reference or provide information from all kinds of sources. They can also be designed with global functions, such as document or information warehouses.

Library services
Library services are the administrative components of the ECM system that handle access to information. The library service is responsible for taking in and storing information from the Capture and Manage components. It also manages the storage locations in dynamic storage, the actual "Store," and in the long-term Preserve archive. The storage location is determined only by the characteristics and classification of the information. The library service works in concert with the Manage components' database to provide the necessary functions of search and retrieval. While the database does not "know" the physical location of a stored object, the library service manages online storage (direct access to data and documents), nearline storage (data and documents on a medium that can be accessed quickly, but not immediately, such as data on an optical disc that is present in a storage system's racks but not currently inserted in a drive that can read it), and offline storage (data and documents on a medium that is not quickly available, such as data stored offsite). If the document management system does not provide the functionality, the library service must have version management to control the status of information, and check-in/check-out, for controlled information provision. The library service generates logs of information usage and editing, called an "audit trail."

Storage technologies
A wide variety of technologies can be used to store information, depending on the application and system environment: Magnetic online media Hard drives, typically configured as RAID systems, may be locally attached, part of a storage area network (SAN), or mounted from another server (network-attached storage). Magnetic tape Magnetic tape data storage, in the form of automated storage units called tape libraries, use robotics to provide near line storage. Standalone tape drives may be used for backup, but not online access. Digital optical media Besides the common Compact Disc and DVD optical media in write-once or rewritable forms, Storage systems may use other specialized optical formats like magneto-optical drives for storage and distribution of data. Optical jukeboxes can be used for near line storage. Optical media in jukeboxes can be removed, transitioning it from near line to offline storage. Cloud computing Data can be stored on offsite cloud computing servers, accessed via the Internet.

Preserve
Preserve involves the long-term, safe storage and backup of static, unchanging information. Preservation is typically accomplished by the records management features of an ECM system and many are designed to help companies comply with government and industry regulations. Eventually, content ceases to change and becomes static. The Preserve components of ECM handle the long-term, safe storage and backup of static information, as well as the temporary storage of information that does not need to be archived. Electronic archiving, a related concept, has substantially broader functionality than ECM Preserve components. Electronic archiving systems generally consist of a combination of administration software like records management, imaging or document management, library services or information retrieval systems, and storage subsystems.

Other forms of media are also suitable for long-term archiving. If the desire is merely to ensure information is available in the future, microfilm is still viable; unlike many digital records, microfilm is readable without access to the specialized software that created it. Hybrid systems combine microfilm with electronic media and database-supported access. Long-term storage systems require the timely planning and regular performance of data migrations, in order to keep information available in the changing technical landscape. As storage technologies fall into disuse, information must be moved to newer forms of storage, so that the stored information remains accessible using contemporary systems. For example, data stored on floppy disks becomes essentially unusable if floppy disk drives are no longer readily available; migrating the data stored on floppy disks to Compact Discs preserves not only the data, but the ability to access it. This ongoing process is called continuous migration. The Preserve components contain special viewers, conversion and migration tools, and long term storage media:

Long term storage media

WORM optical disc Write Once Read Many (WORM) rotating digital optical storage media, including the 5.25-inch or 3.5-inch WORM disc in a protective sleeve, as well as CD-R and DVDR. Recording methods vary for these media, which are held in jukeboxes for online and automated nearline access. WORM tape Magnetic tapes used in special drives, that can be as secure as optical write-once, read-many media if used properly with specially secured tapes. WORM hard disk drive Magnetic disk storage with special software protection against overwriting, erasure, and editing; delivers security similar to optical write-once, read-many media. This category includes content-addressable storage. Storage networks Storage networks, such as network-attached storage and storage area networks, can be used if they meet the requirements of edit-proof auditing with unchangeable storage and protection against manipulation and erasure.

Microform Microforms like microfilm, microfiche, and aperture cards can be used to back up information that is no longer in use and does not require machine processing. It is typically used only to double-secure originally electronic information. Paper Paper still has use as a long-term storage medium, since it does not require migration, and can be read without any technical aids. In ECM systems, however, it is used only to double-secure originally electronic information...

Long term preservation strategies

To secure the long term availability of information different strategies are used for electronic archives. The continuous migration of applications, index data, metadata and objects from older systems to new ones generates a lot of work, but secures the accessibility and usability of information. During this process, information that is no longer relevant can be deleted. Conversion technologies are used to update the format of the stored information, where needed. Emulation of older software allows users to run and access the original data and objects. Special viewer software can identify the format of the preserved objects and can display the objects in the new software environment. Standards for interfaces, metadata, data structures and object formats are important to secure the availability of information.

Deliver
The Deliver components of ECM present information from the Manage, Store, and Preserve components. The AIIM component model for ECM is function-based, and doesn't impose a strict hierarchy; the Deliver components may contain functions used to enter information into other systems (such as transferring information to portable media, or generating formatted output files); or for readying information, such as by converting its format or compressing it, for the "Store" and "Preserve" components. The Deliver category's

functionality is also known as "output"; technologies in this category are often termed output management. The Deliver components break down into three groups: transformation technologies, security technologies, and distribution. Transformation and security, as services, are middleware and should be equally available to all ECM components. For output, two functions are of primary importance: layout and design, with tools for laying out and formatting output, and publishing, with applications for presenting information for distribution and publication. In short, ECM delivery provides information to users. Secure distribution, collaboration, and version control take the forefront. In some cases, these components are still deployed as stand-alone systems without being incorporated into an enterprise-wide ECM system.

Transformation technologies
Transformations should always be controlled and track able. This is done by background services which the end user generally does not see. Among the transformation technologies are: Computer Output to Laser Disc (COLD) Unlike its use in the Capture stage, when used for delivery COLD prepares output data for distribution and transfer to the archive. Typical applications are lists and formatted output (for example, individualized customer letters). These technologies also include journals and logs generated by the ECM components. Unlike most imaging media, COLD records are indexed not in a database table, but by absolute positions within the document itself (i.e. page 1, line 82, position 12). As a result, COLD index fields are not available for editing after submission unless they are converted into a standard database. Personalization Functions and output can be customized to a particular user's needs. XML (Extensible Markup Language) A computer language that allows the description of interfaces, structures, metadata, and documents in a standardized, cross-platform manner. PDF (Portable Document Format) A cross-platform print and distribution format. Unlike image formats such as TIFF, PDFs permit content searches, the addition of metadata, and the embedding of

electronic signatures. When generated from electronic data, PDFs are resolutionindependent, allowing crisp reproduction at any scale. XPS (XML Paper Specification) An XML specification developed by Microsoft, describing the formats and rules for distributing, archiving, rendering, and processing XPS documents. Converters and viewers Serve to reformat information to generate uniform formats, and also to display and output information from different formats. Compression Used to reduce the storage space needed for pictorial information. Syndication Used for presenting content in different formats, selections, and forms in the context of content management. Syndication allows the same content to be used multiple times in different forms for different purposes.

Security technologies
Security technologies are available to all ECM components. For example, electronic signatures are used not only when documents are sent, but also in data capture via scanning, in order to document the completeness of the capture. Public key infrastructure is a basic technology for electronic signatures. It manages keys and certificates, and checks the authenticity of signatures. Other electronic signatures confirm the identity of the sender and the integrity of the sent data, i.e., that it is complete and unchanged. In Europe, there are three forms of electronic signatures, of different quality and security: simple, advanced, and qualified. In most European states the qualified electronic signature is legally admissible in legal documents and contracts. Digital rights management and watermarking are used in content syndication and media asset management, to manage and secure intellectual property rights and copyrights. Digital rights management works with techniques like electronic watermarks that are integrated directly into the file, and seeks to protect usage rights and protect content that is published on the Internet.

ARCHITECTURE HIGHLIGHTS: True distributed architecture which supports multiple storage volumes, multiple text extraction servers etc. Enables use of HTTP/HTTPS for deployments across firewall. Documents stored in proprietary file server with high level of security and performance. It Works with any ODBC-compliant database. Follows web standards like XML, HTTP etc. Support Active Directory Integration for authentication.

Screen shots of the interfaces:

The Fig 1 shows the list of the folders available in the database and the users using when logged in using super user. When a user logs in the folders of the particular user will be only viewed for security. Fig 1:

The fig 2 show the list of contents in the folder. Fig 2:

OPTIONS AVAILABLE FOR THE USER: This show the list of options available for the user and the activities that the user can perform. For example a user can view the documents and the subfolders . he can make the changes to the documents and the old documents will be saved as file.old in the archives and the new documents will be updated. The user can upload files to the existing folders, create new folders . The user can share the same content to the particular user also.

Fig 3:

The fig 3 show the process to upload the files to the server for a particular process(loans, new accounts ). Fig 3: